Administrative Specialist - AG

Description

NATURE OF WORK:

Performs advanced and diversified duties of both a highly responsible and confidential nature for the Adjutant General’s Office including administrative and clerical support under the direction of the Executive Assistant Supervisor, Assistant Adjutant General, and Adjutant General. 

Performs direct administrative assistance to the Executive Assistant Supervisor by organizing and executing various duties as assigned including:  researching and responding to all levels of correspondence, providing customer service to VFW membership, organizing logistics for meetings, performing all functions necessary to ensure national committee appointments are properly handled in accordance with organizational policy, administer all duties to effect committee meetings and assist meeting planner as required with training, conferences and national convention.

TYPICAL DUTIES AND RESPONSIBILITIES:

Provides administrative and clerical support to the Adjutant General office to ensure national committee appointments are handled in accordance with organizational policy including obtaining recommendations from Department Commanders and completing all functions necessary to coordinate attendance at VFW events, i.e. all VFW meetings to which appointments are assigned and invited; to include preparing memos, reports, and letters as well as monitoring such correspondence generated throughout the Kansas City office.  Reviews all prepared correspondence, for accuracy, prior to presentation to the leadership and distribution.

Supports the Executive Assistant Supervisor, Assistant Adjutant General, and Adjutant General by maintaining, updating, and correcting Department Election Reports and Department Rosters as needed. Proofing the national convention proceedings to ensure accuracy before submitting to the governmental printing and parliamentarian offices.

Directly responsible for submitting, purchase authorization, office supplies, special cap orders, national convention needs, and invoices and vouchers, and assessing accuracy prior to submitting for payment.

Responsible for opening and distributing inter-office mail daily. Research and responds to correspondence to ensure expeditious and accurate replies to questions, concerns, and complaints.

Responsible for the logistics of special committees to include meeting set-up, coordination of housing, meals (if applicable), and on-site meeting support.

Responds to all questions during frequent telephone conversations with Department officers, VFW members, and the public.

In the absence of the Executive Assistant Supervisor, handles all the duties and responsibilities of that position, and will have limited decision making authority.

Performs all duties required to effectively plan VFW meetings including meeting invitations, set-up, coordination of housing, meals, and on-site meeting support.

Assist Meeting Planner with Department officer training, conferences, special committee meetings, and national convention.

Directly responsible for the preparation of the National Convention credentials, including updating, proofing, printing, and mailing for convention delegates and national officers plus administration duties for the credential’s chairman.  Preparation of tally sheets for voting on the convention floor.

Qualifications

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

Position requires 5 years’ work experience in the same or directly related field with emphasis on writing, general administration and management duties.

Advanced knowledge of computer operations, including Adobe, Microsoft Office – specifically Word, Excel, Outlook, PowerPoint, and internal database software.

Superior human relations skills: both written and verbal communications must effectively and accurately communicate thoughts and actions to national, department, and post officers, the membership, and the public. The position requires strong interpersonal, superior analytical, and time management skills and the ability to communicate effectively both oral and written information and guidelines.

Working under pressure is necessary with multiple and sometimes immediate deadlines and the ability to handle multiple tasks simultaneously.

A comprehensive understanding of all facets of the organization gained through practical experience, including meeting-related issues. 

Must be adept in handling various personality types with the ability to maintain order in a fast-paced, dynamic working environment.

SCOPE OF POSITION:

Reports directly to the Executive Assistant Supervisor.  Position is FLSA non-exempt.  

Will make decisions on how work is completed utilizing established business procedures.

Plans and prioritizes work for the position on a daily, weekly, and monthly basis.

Typical contacts are with VFW members, Department officers, Past Commanders-in-Chief, National Council members, National Headquarters personnel, and National leaders to answer questions and provide information regarding all aspects of the organization.

The position requires close contact with the Executive Assistant Supervisor, Adjutant General, Assistant Adjutant General, and staff up to 75 percent of the time to complete assignments and receive information, and 25 percent of the time researching and accurately responding to the concerns of the committee appointments, Department officers, general membership, and any other interested party.

Will have some decision-making authority in the absence of the Executive Assistant Supervisor.

Initiates and implements activities and administrative priorities upon the direction of the Executive Assistant Supervisor.

Financial impact includes proper calculation of expenses involved with paying national committee appointments in accordance with established expense allowances and travel mandates and participation.

WORKING CONDITIONS:

Office environment 95% of the time.  Fast-paced environment, which requires multiple tasking and projects involving critical deadlines.  Some travel may be required for attending conferences and the National Convention 5% of the time, to include weekend and nonstandard work time. 

MAJOR ACCOUNTABILITIES:

Ensures all communications (telephone, letter, or email) are handled in an accurate, expeditious, thorough, and business-like manner.

Will ensure logistics for all paid committee appointees attending any meeting of the VFW to which they are assigned and invited are accomplished to ensure their attendance at said meeting apart from unseen circumstances on the part of any attendee.

Communicate with VFW Directors regarding their committee appointments.

Accountable for maintaining accurate year-to-year records of correspondence, reports, committee lists, memos, special meeting records, and policies pertaining to VFW operations.

Ensures the logistics for any required special meeting or activity are accomplished to provide an appropriate meeting environment.

Ensures all analyses are accurate, comprehensive and comprehendible.

Ensures all assigned duties are carried out in a timely, professional, and efficient manner.

Accountable for offering the best customer service to all VFW members, National staff and National leaders.

The above duties are general in nature and are not intended to reflect all the duties that may be required of the incumbent.

If not directly listed as a requirement for the position, all employees (if eligible) are encouraged to become members of the VFW. If ineligible for VFW membership, employees (if eligible) are encouraged to join the VFW Auxiliary. Additionally, all employees are encouraged to actively promote the benefits of membership in the VFW and VFW Auxiliary to others who qualify.

The VFW National headquarters offers a competitive salary commensurate with experience, along with a comprehensive benefits package, including health insurance, retirement plans, and paid time off.

*This position is not eligible for relocation assistance*

Salary : $49,530 - $60,674